O U T T H E R E e v e r y w h e r e
International Seed Grant Recipients
Resources For Traveling
All employees are required to register university-related international travel with the university and adhere to OSU's International Travel Policy. International travel is registered with the university by creating a "pre-trip request" for international travel in Concur. Please ensure that you have carefully reviewed the information available on the International Travel home page which provides an overview of international travel policies and processes as well as resources and benefits for travelers.
- International Travel Homepage
- International Travel Policy
- International Travel Registry page on the Travel & Expense website
- International Travel Insurance & ISOS page on the Insurance and Risk Management Services website
- Data Security page on the Office of Information Security website
Travel Policies
- Read the OSU International Travel Policy.;
- University Policy 06-040 Export Controls also applies to University-Related International Travel. https://policy.oregonstate.edu/UPSM/06-040_export_controls
- Read the OSU policy on lodging, meals and transportation.
- When air travel is paid or reimbursed using federal sponsored funds you must use U.S. flag air carriers per the Fly America Act. Note: the Open Skies Agreement articulate when you may use foreign air carriers.
- U.S. Customs requires that all equipment, technology, and materials of an unusual or sensitive nature are registered prior to export. Please contact the Export Control and International Compliance Office for assistance with these requirements.
- International Driving Permit: Many countries do not recognize a U.S. driver's license, but most accept an International Driving Permit (IDP). You may also need supplemental auto insurance. Read more about driving and road safety abroad before you go
- Review OSU’s policies on Export Controls & International Compliance.
Booking Travel:
- Submit a pre-trip request and wait for approval before booking travel.
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OSU Employees (non-student) have three options when booking travel:
- Use Concur, and refer to the quick tips and training videos as needed.
- Contact an agent at CTP (Phone: 1-844-529-5854 (US & Canada); Email: [email protected]
- Use your T&E credit card to book travel.
- Note: CTP is recommended if your travel itinerary is complicated or if you are mixing business and personal travel.
- To ensure full coverage from OSU’s Travel Insurance Program, OSU must have your detailed itinerary. If you book through Concur or CTP, your itinerary is automatically shared. If you book on your own using your T&E card, be sure to forward your detailed itinerary to the Travel & Expense Office at [email protected].
- Review your air carriers travel policies, download the airline app to your mobile device and turn on notifications to receive real time updates on delays, cancellations and gate changes.
- Note: It can be useful to know the partner airlines for your selected carrier in the event your flight is cancelled and you need to rebook, particularly while abroad.
Vaccinations and Medications
- Sign up for a pre-travel consultation with OSU Health Services. The consultations are specific to your health history, destination, potential activities, and the health and safety issues of the destination.
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Check the vaccines and medications list for your destination on the CDC website.
- Visit your doctor well in advance of your trip to get any vaccines or medicines you may need.
- Consider altitude sickness or traveler’s diarrhea medications if relevant.
- Check if you need proof of vaccination to enter your destination.
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If bringing medication:
- Bring an ample supply to cover you for your trip and a few extra days in case of delays.
- If relevant, carry a letter from your attending physician that describes the medical condition and any prescription medications.
- Keep medications in original labeled containers.
- Check with the foreign embassy of the country you are visiting or transiting through to make sure your medications are permitted in that country.
Passports and Visas
- Your passport should be valid for at least six months beyond the date of return.
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Confirm your destination visa and permit requirements.
- Search the U.S. Department of State website for entry, exit and visa requirements.
- Work abroad exceeding a few weeks should generally be conducted under appropriate research, academic or business visas, rather than a tourist visa or a visa limited to seminars or professional meetings.
- Non-U.S. citizens in the U.S. on a visa should confirm re-entry requirements.
- Note: Some visas can take as long as six months to process.
- When required for travel, visa fees are payable/reimbursable by OSU.
- Take a picture of the data page of your passport on your mobile device and upload your passport picture to Box or your email as backup.
Safety and Security
- OSU maintains a current list of risk ratings for international destinations. Intermediate- or high-risk destinations have additional steps required. Travel to high-risk destinations requires approval from a senior administrator. Please allow three week for processing of high-risk travel requests and do not make travel arrangements before receiving approval
- Learn about the U.S. Department of State travel advisories at your destination.
- Registered travelers are enrolled in OSU’s Travel Accident & Sickness plan and a 24/7 health and safety service called ISOS. Travelers can use the ISOS app to access both ISOS services and their international travel accident & sickness plan. Before you depart, download the iSOS app onto your mobile device and print the iSOS card to keep with your passport
- Consider enrolling in the U.S. Department of State’s Smart Traveler Enrollment Program (STEP). This is required for intermediate- or high-risk destinations.
- Keep the contact details for the nearest U.S. embassy or consulate with you.
- If desired or required, the OSU Office of Information Security will provide consultation on data security while traveling.
- Travel or work with sanctioned countries or with sensitive items or information required consultation with OSU’s Export Controls.
- Review the U.S. Department of State’s recommendations for Lodging Safety while traveling abroad.
- Review the U.S. Department of State’s recommendations for Driving and Road Safety while traveling abroad.
- Review the FBI’s brochure on the safety of U.S. students traveling abroad.
Get To Know Your Destination
- Weather forecast or seasonal risks.
- Currency, exchange rates and ability to use credit cards.
- Closest international airport and major airline carriers.
- Access to potable water.
- Internet and cellphone access.
- Appropriate cultural norms and etiquette.
- Language services (if needed).
- Outlets/voltage for electronics by country.
- Key historical events.
- Current geopolitical climate.
- Holidays and festivals during visit.
- Visit the Learn About Your Destination website.
Miscellaneous Travel Resources
- CDC’s Yellow book for managing Jet Lag.
- Sustainable travel resources at Sustainable Travel International
- Timezone Converter
- Consult the USDA Don’t Pack a Pest Program to prevent pests and disease.
- Global Entry Trusted Travel program for frequent international travelers.
- Travelers with Special Considerations.